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<body lang="EN-US" link="#0563C1" vlink="#954F72" style="word-wrap:break-word">
<div class="WordSection1">
<p class="MsoNormal" align="center" style="text-align:center"><img width="190" height="84" style="width:1.9791in;height:.875in" id="Picture_x0020_2" src="cid:image001.png@01D874CB.CE0AD870"><b><o:p></o:p></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">An important message from FSU Office of Human Resources<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>This message has been approved by Shelley Lopez, Program Director, Communications/Special Projects, for distribution to all Department Representatives.<o:p></o:p></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">As we continue with the summer semester and in anticipation of fall hiring, we have important appointment reminders to share with you.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<table class="MsoNormalTable" border="0" cellspacing="0" cellpadding="0" width="100%" style="width:100.0%;border-collapse:collapse">
<tbody>
<tr style="height:12.6pt">
<td width="100%" valign="top" style="width:100.0%;background:#F2F2F2;padding:0in 5.4pt 0in 5.4pt;height:12.6pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:105%;background:#F2F2F2">
<a name="_Hlk71039207"><b><span style="color:#782F40">Hiring</span></b></a><b><span style="color:#782F40"><o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:3.0pt;line-height:105%;mso-list:l0 level1 lfo1;background:#F2F2F2">
<span style="color:black">Fall <b>express pools</b> are available for use for OPS, GA, and OPS Faculty appointments.
</span><span style="color:black"><a href="https://hr.fsu.edu/?page=training/training_omni"><span style="color:#0563C1">Training guides</span></a></span><span style="color:black"> are available for step-by-step instructions.</span><o:p></o:p></li><li class="MsoNormal" style="margin-bottom:6.0pt;line-height:105%;mso-list:l0 level1 lfo1;background:#F2F2F2">
<span style="color:black">Before offering a prospective employee </span><span style="color:black"><a href="https://policies.vpfa.fsu.edu/policies-and-procedures/faculty-staff/employment-and-recruitment#4-OP-C-7-B12"><span style="color:#0563C1">Recruiting Incentives</span></a></span><b><span style="color:black">
(sign-on bonus or direct payment of moving expenses), </span></b><span style="color:black">pre-approvals must be received from the Chief Human Resources Officer (CHRO), the appropriate Vice-President, and where applicable, Sponsored Research Administration
(Contract and Grants). The incentive must be documented in the offer letter, and applicable forms are to be included with the offer letter.</span><o:p></o:p></li><li class="MsoNormal" style="margin-bottom:6.0pt;line-height:105%;mso-list:l0 level1 lfo1;background:#F2F2F2">
<b><span style="color:black">I-9 Deadlines:</span></b><span style="color:black"> Section 1 of the I-9 form must be completed on or before the employee’s
</span><span style="color:red">first day of work</span><span style="color:black">. Section 2 of the form must be completed by the
</span><span style="color:red">third business day</span><span style="color:black">. If you hire an employee who will be working remotely and is not available to complete an in-person I-9 on campus, complete the
</span><span style="color:black"><a href="https://apps.hr.fsu.edu/remote-hire-with-agent-request-form"><span style="color:#0563C1">Remote I-9 Request</span></a></span><span style="color:black"> form to initiate the remote I-9 process.
</span><o:p></o:p></li></ul>
</td>
</tr>
<tr style="height:13.15pt">
<td width="100%" valign="top" style="width:100.0%;padding:0in 5.4pt 0in 5.4pt;height:13.15pt">
<p class="MsoNormal" style="line-height:106%"><b><span style="color:#782F40"><o:p> </o:p></span></b></p>
<p class="MsoNormal" style="line-height:106%"><b><span style="color:#782F40">Graduate Assistant Appointments</span></b><o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="line-height:106%;mso-list:l2 level1 lfo2"><b>New M9183 job code
</b>is available for Graduate Teaching Associate appoinments<b>.</b><o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="line-height:106%;mso-list:l2 level2 lfo2">Examples: For graduate-level or co-listed courses, tutors, recitation leaders, laboratory supervisors, assistants to faculty instructors, or comparable roles.<o:p></o:p></li></ul>
<li class="MsoNormal" style="line-height:106%;mso-list:l2 level1 lfo2">Effective <b>
August 8, 2022</b>, the minimum hourly rate for all GA appointments is <b>$20.83 per hour</b>. Please ensure Fall appointments meet the new minimum stipend.<o:p></o:p></li></ul>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="line-height:106%;mso-list:l5 level1 lfo3">All Fall appointments must have a
<b>minimum appointment period of at least five (5) business days</b> before the first day of classes through the last day of finals as outlined in the academic calendar.
<o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l5 level1 lfo3"><span style="font-size:11.5pt;line-height:106%">Appointments for teaching assignments that require grading duties must continue through the grade submission deadline.
</span><o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l5 level1 lfo3">Where practicable, graduate assistants who are appointed in both the Fall 2022 and Spring 2023 semesters should have a
<b>continuous appointment</b> between semesters, without a break in funding. <o:p>
</o:p></li></ul>
<p class="MsoNormal" style="margin-left:.5in;line-height:106%"><o:p> </o:p></p>
</td>
</tr>
<tr style="height:13.15pt">
<td width="100%" valign="top" style="width:100.0%;background:#F2F2F2;padding:0in 5.4pt 0in 5.4pt;height:13.15pt">
<p class="MsoNormal" style="line-height:106%"><b><span style="color:#782F40">How can you ensure your employees are paid on time?
</span></b><o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="line-height:106%;mso-list:l2 level1 lfo2"><span style="color:black">Timely submitted job offers with appropriate anticipated start dates and meeting the payroll deadlines are key components in ensuring your employees are appointed
and paid timely. Delays in submission or approval of actions and incomplete appointment documentation will delay processing and result in delays in pay and system access.
</span><o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="line-height:106%;mso-list:l2 level2 lfo2"><b><span style="color:black">Job Offers and Start Dates:
</span></b><b><o:p></o:p></b></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="line-height:106%;mso-list:l2 level3 lfo2"><span style="color:black">Job Offers must be submitted
<b><u>2-3 weeks</u></b> in advance of the anticipated start date for <b><u>all</u></b> appointments.
</span><o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l2 level3 lfo2"><span style="color:black">If Job Offers are not received 2 weeks in advance, Human Resources will work with the department to determine an appropriate start date.
</span><o:p></o:p></li></ul>
<li class="MsoNormal" style="line-height:106%;mso-list:l2 level2 lfo2"><b><span style="color:black">Why is 2-3 Weeks Required?
</span></b><b><o:p></o:p></b></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="line-height:106%;mso-list:l2 level3 lfo2"><span style="color:black">Sufficient time for candidate steps, including smart onboarding invitation, background check initiation, and document submission.
</span><o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l2 level3 lfo2"><span style="color:black">Time required to obtain all required approvals for job offer, Employment of Relatives, Outside Employment, and Dual Compensation.
</span><o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l2 level3 lfo2"><span style="color:black">Time required for completing department onboarding steps, the criminal history background, and submitting all the necessary work authorization and onboarding documents.</span><o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l2 level3 lfo2"><span style="color:black">To be
</span><span style="color:black">compliant with University<a href="http://policies.vpfa.fsu.edu/policies-and-procedures/faculty-staff/employment-and-recruitment#4-OP-C-7-B11"><span style="color:#0563C1"> Policies</span></a> and
<a href="https://hr.fsu.edu/sections/employment-recruitment-services/departments/background-checks/x-new-employees">
<span style="color:#0563C1">Procedures</span></a></span><u><span style="color:#0563C1">,</span></u><span style="color:black"> work should not begin until onboarding and all required approvals are complete.</span><o:p></o:p></li></ul>
<li class="MsoNormal" style="line-height:106%;mso-list:l2 level2 lfo2"><b><span style="color:black">Payroll Deadlines:</span></b><b><o:p></o:p></b></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="color:#782F40;line-height:106%;mso-list:l2 level3 lfo2">
<span style="color:black">Complete Smart Onboarding appointments are due according to
</span><span style="color:black"><a href="https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/timeandleave/2022SMARTONBOARDINGDEADLINES11.pdf"><span style="color:#0563C1">Smart Onboarding Deadlines Calendar</span></a></span><span style="color:black">.
Invitations are considered complete when all required documents and approvals are submitted to HR for final processing. Onboarding invitations received after the deadline or missing required documents may not be processed by the end of the pay period.
</span><b><o:p></o:p></b></li><li class="MsoNormal" style="line-height:106%;mso-list:l2 level3 lfo2"><span style="color:black">Other Personnel Actions (pPAF, ePAF, Additional/One Time Payment Requests) must be received by the
</span><span style="color:black"><a href="https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/timeandleave/2022PAYROLLDEADLINESFORPERSONNELACTIONS.pdf"><span style="color:#0563C1">deadline for personnel actions</span></a></span><u><span style="color:#0563C1">.</span></u><u><span style="color:#0563C1">
</span></u><o:p></o:p></li></ul>
<li class="MsoNormal" style="line-height:106%;mso-list:l2 level2 lfo2"><b><span style="color:black">Meeting Payroll Deadlines helps to ensure that:
</span></b><b><o:p></o:p></b></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="line-height:106%;mso-list:l2 level3 lfo2"><span style="color:black">New employees can obtain appropriate system, building, and email access on their first day of work.</span><o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l2 level3 lfo2"><span style="color:black">Employees receive timely and accurate paychecks.
</span><o:p></o:p></li><li class="MsoNormal" style="line-height:106%;mso-list:l2 level3 lfo2"><span style="color:black">New employees can make timely benefit selections (if applicable).
</span><o:p></o:p></li></ul>
</ul>
</ul>
</td>
</tr>
<tr style="height:13.15pt">
<td width="100%" valign="top" style="width:100.0%;padding:0in 5.4pt 0in 5.4pt;height:13.15pt">
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;line-height:105%">
<b><span style="color:#782F40">Background Checks<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="line-height:105%;mso-list:l4 level1 lfo4"><b>Approval</b> from the Office of Human Resources must be received for all appointments
<b>before work begins</b> per University Policy <a href="https://policies.vpfa.fsu.edu/policies-and-procedures/faculty-staff/employment-and-recruitment#4-OP-C-7-B11">
<span style="color:#0563C1">4-OP-C-7-B11</span></a>. Previous or current appointments do not negate the requirement for approval by HR before work begins.<b><o:p></o:p></b></li><li class="MsoNormal" style="line-height:105%;mso-list:l4 level1 lfo4"><b>Purchase Order
</b>transition to the Fiscal Year 2023: The deadline to create new <a href="https://controller.vpfa.fsu.edu/sites/g/files/upcbnu1236/files/documents/Auxiliary%20Accounting/HR%20Background%20Checks.pdf">
<span style="color:#0563C1">Background Check Purchase Orders</span></a> for FY 2023 is July 8, 2022. Please create the new POs before the end of the FY.<o:p></o:p></li><li class="MsoNormal" style="line-height:105%;mso-list:l4 level1 lfo4"><b>Working with Regulated Materials?</b> For easy lookup and to ensure compliance, refer to our new comprehensive
<a href="https://hr.fsu.edu/sites/g/files/upcbnu2186/files/Master-List-of-Regulated-Materials.xlsx">
<span style="color:#0563C1">List of Materials</span></a> covered under the various federal regulations which require Level 2 Background Checks.<o:p></o:p></li></ul>
<p class="MsoNormal" style="margin-left:.5in;line-height:105%"><o:p> </o:p></p>
</td>
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<tr style="height:13.15pt">
<td width="100%" valign="top" style="width:100.0%;background:#F2F2F2;padding:0in 5.4pt 0in 5.4pt;height:13.15pt">
<p class="MsoNormal" style="margin-bottom:6.0pt;line-height:105%"><b><span style="color:#782F40">myFSU BI Reports for Appointment Verification<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:3.0pt;line-height:105%;mso-list:l0 level1 lfo1">
<b><span style="color:black">Active Employees Report</span></b><span style="color:black">: Should be run on Wednesdays before the time entry deadline, each pay period during a normal pay cycle.
</span><o:p></o:p></li></ul>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="line-height:105%;mso-list:l1 level2 lfo5"><span style="color:black">All appointments that made deadline should appear on the report for verification.
</span><o:p></o:p></li><li class="MsoNormal" style="margin-bottom:3.0pt;line-height:105%;mso-list:l1 level2 lfo5">
<span style="color:black">Verify appointment details and report any discrepancies via an FSU Service Center case.</span><o:p></o:p></li></ul>
</ul>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:3.0pt;line-height:105%;mso-list:l0 level1 lfo1">
<b><span style="color:black">Cost Center Report</span></b><span style="color:black">: Available during payroll processing. Two preliminary reports are released before the final report, one on Friday afternoon and one on Monday morning, during normal pay cycles.
</span><o:p></o:p></li></ul>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="line-height:105%;mso-list:l6 level2 lfo6"><span style="color:black">Discrepancies on the Cost Center Report should be addressed as soon as possible through an FSU Service Center case. The deadline for cases during a normal payroll
cycle is 10:30 a.m. on Monday. </span><o:p></o:p></li></ul>
</ul>
</td>
</tr>
</tbody>
</table>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:6.0pt;margin-right:0in;margin-bottom:6.0pt;margin-left:0in;line-height:105%">
<a name="_Hlk102549426"><b><span style="color:#782F40">Employee Eligibility for Insurance<o:p></o:p></span></b></a></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="line-height:105%;mso-list:l4 level1 lfo4"><span style="mso-bookmark:_Hlk102549426">Below are some reminders regarding insurance eligibility and transference of state plans between appointments for OPS and salaried employees (USPS,
A&P, and Faculty): <o:p></o:p></span></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="line-height:105%;mso-list:l4 level2 lfo4"><span style="mso-bookmark:_Hlk102549426"><b>Benefit-eligible OPS position to full-time salaried position</b></span><span style="mso-bookmark:_Hlk102549426"> – State insurance benefit elections
will transfer. It is not a </span><span style="mso-bookmark:_Hlk102549426"></span><a href="https://www.mybenefits.myflorida.com/content/download/150499/1002436/New_QSC_Matrix_2020_.pdf"><span style="mso-bookmark:_Hlk102549426"><span style="color:#0563C1">Qualifying
State Change</span></span><span style="mso-bookmark:_Hlk102549426"></span></a><span style="mso-bookmark:_Hlk102549426"> (QSC) event to enroll due to hire in salaried position.
<o:p></o:p></span></li><li class="MsoNormal" style="line-height:105%;mso-list:l4 level2 lfo4"><span style="mso-bookmark:_Hlk102549426"><b>Salaried position to an OPS position</b></span><span style="mso-bookmark:_Hlk102549426"> – all OPS eligible insurance benefits will transfer to
the OPS position, unless there has been a </span><span style="mso-bookmark:_Hlk102549426"></span><a href="https://hr.fsu.edu/sites/g/files/upcbnu2186/files/_content/benefits/pdf/BreakInServiceChartACA2020.pdf"><span style="mso-bookmark:_Hlk102549426"><span style="color:#0563C1">Break
in Service</span></span><span style="mso-bookmark:_Hlk102549426"></span></a><span style="mso-bookmark:_Hlk102549426"> of 26 weeks or more.
<o:p></o:p></span></li><li class="MsoNormal" style="line-height:105%;mso-list:l4 level2 lfo4"><span style="mso-bookmark:_Hlk102549426"><b>Transfer from other State employment –
</b></span><span style="mso-bookmark:_Hlk102549426">all enrolled and eligible insurance benefits will transfer to FSU whether the position is OPS eligible, OPS ineligible, or salaried.
<b><o:p></o:p></b></span></li></ul>
<li class="MsoNormal" style="line-height:105%;mso-list:l4 level1 lfo4"><span style="mso-bookmark:_Hlk102549426">More scenarios and helpful resources regarding eligibility are available on the HR Benefits
</span><span style="mso-bookmark:_Hlk102549426"></span><a href="https://hr.fsu.edu/article/employee-eligibility-insurance"><span style="mso-bookmark:_Hlk102549426"><span style="color:#0563C1">website</span></span><span style="mso-bookmark:_Hlk102549426"></span></a><span style="mso-bookmark:_Hlk102549426">.</span><o:p></o:p></li></ul>
<p class="MsoNormal" style="line-height:105%"><o:p> </o:p></p>
<p class="MsoNormal"><b>Questions?</b> <o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l3 level1 lfo7">For questions regarding the
<i>Background Check</i> process, please contact Andrew Kapec at <a href="mailto:akapec@fsu.edu">
<span style="color:#0563C1">akapec@fsu.edu</span></a> or (850) 644-7939.<o:p></o:p></li><li class="MsoNormal" style="color:#1F497D;mso-list:l3 level1 lfo7"><span style="color:windowtext">For questions regarding the
<i>appointment or onboarding</i> process, please contact Amy Espinosa at <a href="mailto:amy.espinosa@fsu.edu">
<span style="color:#0563C1">amy.espinosa@fsu.edu</span></a> or (850) 644-4286, or Abigail Lejeune at
<a href="mailto:alejeune@fsu.edu"><span style="color:#0563C1">alejeune@fsu.edu</span></a> or (850) 644-6470.
</span><o:p></o:p></li><li class="MsoNormal" style="mso-list:l3 level1 lfo7">For questions regarding benefits and eligibility, please contact Kelly McLaughlin at
<a href="mailto:kmmclaughlin@fsu.edu"><span style="color:#0563C1">kmmclaughlin@fsu.edu</span></a> or (850) 644-8732.
<o:p></o:p></li></ul>
<p class="MsoNormal" style="line-height:105%"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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